Options for Using Barcoding To Track Equipment
Units may pursue options to adapt barcode technology for tracking equipment and updating associated records. Currently no centralized options exist to provide this avenue on a University-wide basis; each unit must consider and pursue them individually or in collaboration with other units, using their own resources for acquiring scanning equipment and any additional labels needed.
Before implementing such options, discuss them with OBFS, University Property Accounting and Reporting (UPAR) to assure compliance with University property control requirements.
How does it work?
Barcode systems may be internally programmed and developed or purchased from a vendor. If a barcode system is relied upon for maintaining parallel property records, the unit must reconcile those records with Banner Fixed Asset on at least a monthly basis. Any discrepancies between the parallel system and Banner Fixed Asset records must be corrected using FABweb.
Currently, only one vendor, Advent, provides an alternative barcoding system with capabilities to upload into Banner Fixed Asset. However, OBFS is pursuing alternative options for permitting feeder updates and may be available by the year 2010. In the meantime, if units urgently need access to update Banner Fixed Asset with barcode scan data, contact UPAR at obfsuafrproperty@uillinois.edu to discuss options.
Scannable PTag number
In anticipation of growing interest in this technology, OBFS now issues property labels that include a barcode for the property control (PTag) number, scannable using a format of "Code 39". This represents the required standard for any bar code labels used for university property tags.
How it is used
When considering barcode scanning technology, remember that using it only to locate equipment and update physical locations will not of itself fulfill the University requirement for conducting physical inventories. Please see the full list of data elements that must be reviewed and updated.
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Last Updated: June 16, 2008